Business Services Action Item

DATE:	Tuesday, March 6, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranking Proposal from Bright House Networks, LLC, a.k.a. Spectrum Enterprise, a Subsidiary of Charter Communications Operating, LLC, for Request for Proposal (RFP) #18002-DST-IV: Wide Area Network (WAN) and Internet Services (Business Services Division)
EXECUTIVE SUMMARY
The District’s current Internet and WAN services contracts expire on June 30, 2018. The Procurement Services Department, in conjunction with the Information Technology Department, issued RFP #18002-DST-IV for qualified firms to provide Internet access and WAN services districtwide to replace the expiring contracts. The RFP was issued in accordance with the Universal Service Administrative Company, Schools and Libraries Program (E-Rate) requirements. Eight vendors responded and their proposals were evaluated by a committee of District personnel. The committee also reviewed and compared the available State of Florida contracts. The committee recommended awarding the highest ranked and lowest cost proposal to Bright House Networks, LLC, for Internet access and WAN services. The initial term of the contract is for three years and may be renewed for two additional one-year periods.  There is a 30-day termination for convenience clause included in this contract. All prices offered are firm against any increase for the initial term of the agreement. This contract will be reviewed and evaluated annually and may be renewed by the Superintendent, per the terms of the specifications.
STRATEGIC OBJECTIVES
• Continuously improve processes and systems • Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $1,800,000 are included in the Information Technology budget annually for these expenses. For tracking purposes, the project number specific to this agenda item is 5327. A reduction in monthly charges will result in overall savings of more than one million dollars over the three-year initial term.
EVALUATION
Award of this RFP is to the highest ranked eligible service provider. The E-Rate application deadline is March 22, 2018, for the 2018/2019 funding year.  The E-Rate program discounts 80 percent of the cost for the category of services bid.  The competitive bid market resulted in a price drop from the existing monthly cost from $833 to $400 for each 1 Gbps connection, and from $645 to $295 for each 200 Mbps connections.  The cost reductions, of more than 50 percent, will extend to over 257 sites.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services

Rick Laneau		Gretchen Saunders
General Manager Information Technology (813) 272-4230		Chief Business Officer (813) 272-4270
		C 6.08
Hillsborough County Public Schools (Florida) * Mtg.#20180306_865 (Board Meeting) * Section C Item# 6.08